Graduate Advisor - AA1 (AESES)

UM Careers; Winnipeg; On-site; CAD 68,998,000 - 96,203,000; Full time

Job summary

University of Manitoba, Department of Human Anatomy and Cell Science, is seeking an Academic Advisor and Administrative Specialist. The role supports graduate program administration, student advising, and admissions processes within the Faculty of Health Sciences.

The position requires knowledge of university regulations and hands-on experience with VIP/AURORA and related forms, along with strong organizational and communication skills.

Qualifications

• One year of directly-related administrative experience is required.
• A minimum of three years in a university administrative setting and in dealing with faculty, students, and senior administrative staff is required.
• An acceptable equivalent combination of education and experience may be considered.

Responsibilities

• Provides advice and responds to admissions and program requirements for current and prospective students, applying policies and procedures.
• Advises students by assisting in online course registration and approving registrations in a timely fashion.
• Oversees graduate student progress and verifies degree requirements, advising on extensions, leaves, and readmission where needed.
• Coordinates orientation for new graduate students and maintains contact lists for departments and alumni.

Skills

Graduate admin

VIP forms

AURORA forms

SFB/STPT forms

Interpersonal skills

Multi-tasking

Communication

Microsoft Word

Education

University regulations knowledge

Bachelor's degree or equivalent

Tools

VIP

AURORA

SLATE

BANNER

UM Careers

Excel

Outlook

Job description

Department of Human Anatomy and Cell Science

Rady Faculty of Health Sciences

Position number: 38271

Date posted: September 25, 2026

Job details

New Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

Work schedule: 35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary: $27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date October 19, 2026

840 hours worked

For more information please contact: Jacki Armstrong - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

• One year of directly-related administrative experience is required.
• A minimum Of three years in a university administrative setting and in dealing with faculty, students, and senior administrative staff is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Knowledge and experience in graduate program administration, including advising students is required.
• Knowledge and experience in VIP, AURORA, and SFB/STPT appointment forms is required.
• Understanding of human resources issues in a unionized setting is required.
• Providing senior administrative assistance to committees and individuals Advanced knowledge of process and skills in an Office environment is required.
• Excellent interpersonal and communication skills are required.
• Capacity to multi-task and organize work is required.
• Excellent ability to balance a heavy workload and ability to meet deadlines are required.
• Excellent manual dexterity, strong computer skills and good problem-solving skills are required.
• Must have work experience with a PC (or compatible) using Microsoft Word is required.
• Proficiency with AURORA student, VIP, SLATE, BANNER, UM Careers, JUMP, UM LEARN, Excel, and Outlook is required.
• Must be self-motivated and able to work with minimal supervision; should be able to show initiative is required.
• Must be willing and able to learn and master new techniques as required.
• Must be able to work independently and organize, plan, and schedule the work to complete the required tasks is required.
• Must have the ability to work and communicate effectively with other staff and students is required.
• Physically capable of carrying out the assigned duties and possess coordination, dexterity, accuracy, skill, and attention to detail to
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

ACADEMIC ADVISORY ROLE:

• Provides advice and responds to a variety of questions and requests related to admissions and program requirements for current and prospective students, applying and adhering to related policies and procedures. A broad knowledge of graduate program requirements is essential.
• Advises and supports students by: assisting in online course registration as needed; approving registrations in a timely fashion; reviewing course approval forms for completeness; completing change of grade forms as required; contacting students who have not re-registered for a current session and relaying the procedure for readmission or late registration; and removing departmental holds.
• Attends to student concerns promptly, sensitively, and confidentially. Is aware of and connects students with supporting university resources as needed, and communicates with the Faculty of Graduate Studies, Registrads Office, and the Centre for International Students to facilitate problem solving and conflict resolution.
• Brings exceptional situations forward to the Graduate Chair and/or Department Head, for discussion/direction, and contacts the Faculty of Graduate Studies, Registrads Office and other academic departments as needed to troubleshoot problems with registration blocks, registration holds, space availability, instructor permission, prerequisites and corequisites, credit hour limits, transfer credit, and fee assessments.
• Advises students who require extensions or leaves of absence by providing information about the application process and deadline dates, and following up to ensure that the documents are completed and approved as required.
• Oversees, advises and tracks graduate student progress and verifies that the students have completed all degree and graduation requirements. Advises prospective graduands of any outstanding departmental or Faculty requirements. Assists the Graduate Chair with reviewing the Faculty of Graduate Studies Candidates for Degrees list for each convocation period (May, October, and February). Process and track graduate student annual progress report information. Submit appropriate progress reports to the Faculty of Graduate Studies.
• Responsible for providing educational program metrics. Collects and analyzes data related to student program progress, activities Of the graduate program and alumni activities for use in statistical reports, meetings, the Departmental Annual Review, and the Five-Year Graduate Program Review.
• Coordinates orientation for new graduate students.
• Maintains contact lists (Faculty, staff, graduate students, graduates and employers (i.e. alumni surveys and notices).

• Provides advice and responds to a variety of questions and requests related to admissions and program requirements for current and prospective students, applying and adhering to related policies and procedures. A broad knowledge of graduate program requirements is essential.
• Advises and supports students by: assisting in online course registration as needed; approving registrations in a timely fashion; reviewing course approval forms for completeness; completing change of grade forms as required; contacting students who have not re-registered for a current session and relaying the procedure for readmission or late registration; and removing departmental holds.
• Attends to student concerns promptly, sensitively, and confidentially. Is aware of and connects students with supporting university resources as needed, and communicates with the Faculty of Graduate Studies, Registrads Office, and the Centre for International Students to facilitate problem solving and conflict resolution.
• Brings exceptional situations forward to the Graduate Chair and/or Department Head, for discussion/direction, and contacts the Faculty of Graduate Studies, Registrads Office and other academic departments as needed to troubleshoot problems with registration blocks, registration holds, space availability, instructor permission, prerequisites and corequisites, credit hour limits, transfer credit, and fee assessments.
• Advises students who require extensions or leaves of absence by providing information about the application process and deadline dates, and following up to ensure that the documents are completed and approved as required.
• Oversees, advises and tracks graduate student progress and verifies that the students have completed all degree and graduation requirements. Advises prospective graduands of any outstanding departmental or Faculty requirements. Assists the Graduate Chair with reviewing the Faculty of Graduate Studies Candidates for Degrees list for each convocation period (May, October, and February). Process and track graduate student annual progress report information. Submit appropriate progress reports to the Faculty of Graduate Studies.
• Responsible for providing educational program metrics. Collects and analyses data related to student program progress, activities Of the graduate program and alumni activities for use in statistical reports, meetings, the Departmental Annual Review, and the Five-Year Graduate Program Review.
• Coordinates orientation for new graduate students.
• Maintains contact lists (Faculty, staff, graduate students, graduates and employers (i.e. alumni surveys and notices).

ACADEMIC ADMINISTRATION:

• Monitors and responds to inquiries sent to the [e-mail] relating to academic programming,
• Administers a schedule of course offerings based on input from the Department Head, faculty, and the Departmental Administrative Assistant.
• Responsible for creating a semester directory; uploading course outlines and other materials; arranging for audio- visual classroom equipment; Contact the Deans Office, College of Medicine, Faculty of Health Sciences with course offerings, changes in course offerings, and requests for room bookings.
• Scheduling undergraduate courses in the BHSc program in consultation with faculty members and with the IHP program administrative staff and organizing teaching assistants for exam invigilation and as grader markers.
• Distributes, and collates course, and instructor evaluations. On an annual basis, prepare and issue course evaluation forms to respective Course Directors for forwarding to students. Forward the returned results to the respective Course-Director, assuring anonymity of the student.
• Supports the course coordinator in organizing the weekly departmental graduate student seminars and special seminars by contacting students and/or faculty for their seminar title and abstract and posting announcements.
• Distributes information about relevant educational opportunities to students (e.g. rounds, conferences, and workshops).
• Distributes the MSc and PhD program of Study and Appointment of Advisory Committee form and ensures accurate completion and approval within one month of the student's start date in the program.
• Distributes Master's theses to the appropriate examining committees and ensuring the completion of the necessary forms to forward to Faculty Of Graduate Studies.
• Supports students in reserving an appropriate room as required for committee meetings and defense.
• Prepares and disseminates departmental announcements for MSc and PhD final oral defenses in accordance with the departmental policies and procedures.
• Assists with outreach to prospective graduate students, Undergraduate and high school programs (ie: Open House and Other events).
• Shares information regarding student awards, and achievements.
• In consultation with RFHS External Relations Department, request updates to department website, including faculty members' personal research pages and webpages related to research activities within the department.
• Creates and maintains social media content for the department
• Maintain and update FGS supplemental regulations on an as needed basis. Assist GSC chair with implementing changes (as needed) to HACS supplemental regulations.
• Compile confidential documents related to the application process for admission to the HACS Graduate Program (SLATE program) - including calculation Of applicant's GPA. After checking for authentication Of documents, distribute applicant's documents for review by members of the Department Graduate Studies Committee. Monitor the progress of applications to the graduate program ensuring that applications are dealt with in an expeditious manner.
• Coordinator of the departmental Research Days, Edge of Science Visiting Speaker program and any other visiting invited speakers, visiting scientists or student groups.
• Supports the admissions process within the department. Ensures completeness of each application; verifies each applicant's eligibility by calculating a grade point average Of all applicants (including international); and verifies attached documents.
• Circulates the application packages, along with the evaluation report form, to the Committee.
• Notifies the Chair when the final admission decision is to be submitted to the Faculty of Graduate Studies.
• Communicates with the Faculty of Graduate Studies and Registrar's Office as required throughout the admissions
• Annually coordinates the review of departmental graduate program information as necessary, to reflect changes in departmental, faculty, and university policies and procedures, departmental deadlines, program requirements, and faculty research areas. A high degree of accuracy is required to ensure information is up to date in the departmental Graduate Student Handbook, Graduate Calendar, Graduate Registration Guide, and the departmental web page.
• Ensures that Departmental and University policies and procedures are followed with respect to course changes, course introductions and academic program requirements.
• Supports the coordination and tracking of the Departmental and Graduate Studies Annual Progress Reviews for all graduate students in the Department. Works with the graduate Chair to ensure that all required student review documentation is completed properly by departmental and university deadlines. Supports the coordination of MSc to PhD Transition Examination process and candidacy examinations by preparing materials and working with the Faculty of Graduate Studies as needed.
• Archives student documents in accordance with departmental and university policies and procedures.
• Assists in preparing all required documents for the department's academic program review. Organizes the itinerary for the in-person program review.

• Supports the admissions process within the department. Ensures completeness of each application; verifies each applicant's eligibility by calculating a grade point average Of all applicants (including international); and verifies attached documents.

• Circulation and preparation of all student award selection/applications for the purpose of ranking, approval and forwarding to the Faculty of Graduate Studies, the Department Committees and/or Financial Aid and Awards Office. This includes university of Manitoba Graduate Fellowship (UMGF), Hollenberg Award, Ralph Mann Award, Keith L. Moore Award, and HACS Merit Award
• Prepares Short Term appointments for Student Research Assistant, Student Tech, Co-op, or Summer Students, as requested by the Departmental Administrative Assistant and departmental faculty members. prepares cessation forms for these position types as needed, according to policy.
• Updates human resource content with regards to students in the department procedure manuals as requested by the Departmental Administrative Assistant.
• Maintains electronic and hard copy student personnel files in accordance with departmental and university policies and procedures.
• In collaboration with HACS office staff, maintains the HACS master HR list, and updates and monitors the support staff and student email lists.
• Liaises with affiliated research institutes as needed in regards to trainees of HACS Faculty.
• Registers and submits reimbursement for trainee attendance at scientific and educational conferences

HACS Departmental Council Committee

• Supports the Departmental Council Committee by setting quarterly meetings on an annual basis.
• Records detailed minutes of all committee discussions.
• Disseminates documents in advance of the meeting.

Department Teaching Committee

• Supports the Departmental Teaching Committee by organizing bi-annual and ad-hoc meetings.
• Records detailed minutes of the teaching committee's meetings.
• Disseminates relevant information and documents in advance of the meeting.

• Supports the Departmental Council Committee by setting quarterly meetings on an annual basis.
• Records detailed minutes of all committee discussions.
• Disseminates documents in advance of the meeting.

Department Teaching Committee

• Supports the Departmental Teaching Committee by organizing bi-annual and ad-hoc meetings.
• Records detailed minutes of the teaching committee's meetings.
• Disseminates relevant information and documents in advance of the meeting.

FINANCIAL ADMINISTRATION:

• Provides financial administration as it pertains to human resources and awards for trainees:
  • Coordinates graduate student appointments (SFB forms) and top-ups to advises students to ensure compliance with the funding agencies.
• Circulation and preparation of all student award selection/applications for the purpose of ranking, approval and forwarding to the Faculty of Graduate Studies, the Department Committees and/or Financial Aid and Awards Office. This includes university of Manitoba Graduate Fellowship (UMGF), Hollenberg Award, Ralph Mann Award, Keith L. Moore Award, and HACS Merit Award
• Prepares Short Term appointments for Student Research Assistant, Student Tech, Co-op, or Summer Students, as requested by the Departmental Administrative Assistant and departmental faculty members. prepares cessation forms for these position types as needed, according to policy.
• Updates human resource content with regards to students in the department procedure manuals as requested by the Departmental Administrative Assistant.
• Maintains electronic and hard copy student personnel files in accordance with departmental and university policies and procedures.
• In collaboration with HACS office staff, maintains the HACS master HR list, and updates and monitors the support staff and student email lists.
• Liaises with affiliated research institutes as needed in regards to trainees of HACS Faculty.
• Registers and submits reimbursement for trainee attendance at scientific and educational conferences

• Provides financial administration as it pertains to human resources and awards for trainees:
  • Coordinates graduate student appointments (SFB forms) and top-ups to advises students to ensure compliance with the funding agencies.

• Circulation and preparation of all student award selection/applications for the purpose of ranking, approval and forwarding to the Faculty of Graduate Studies, the Department Committees and/or Financial Aid and Awards Office. This includes university of Manitoba Graduate Fellowship (UMGF), Hollenberg Award, Ralph Mann Award, Keith L. Moore Award, and HACS Merit Award
• Prepares Short Term appointments for Student Research Assistant, Student Tech, Co-op, or Summer Students, as requested by the Departmental Administrative Assistant and departmental faculty members. prepares cessation forms for these position types as needed, according to policy.
• Updates human resource content with regards to students in the department procedure manuals as requested by the Departmental Administrative Assistant.
• Maintains electronic and hard copy student personnel files in accordance with departmental and university policies and procedures.
• In collaboration with HACS office staff, maintains the HACS master HR list, and updates and monitors the support staff and student email lists.
• Liaises with affiliated research institutes as needed in regards to trainees of HACS Faculty.
• Registers and submits reimbursement for trainee attendance at scientific and educational conferences

OTHER DUTIES:

• Acts as first point of contact for all staff, students, faculty and visitors to the Department provides in person general administrative assistance for all Human Anatomy & Cell Science faculty, students and staff to support their research, education and outreach duties.
• Shares the responsibility with the Office staff for opening and closing the general Office each day.
• Assists With arranging departmental events.
• Shares responsibility for fielding enquiries from internal and external sources.
• Responsibility for mail retrieval and courier.
• Assists other administrative staff at peak times.
• May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact [e-mail] or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.